Executive Assistant and Office Manager

Job Description

Every day, millions of people from over 190 countries trust us to handle their precious creative ideas.

Since making our name with quick & simple file-sharing, WeTransfer has evolved to help creators organize, share, and get feedback on their work – from inception right up to delivery. We showcase the best brands to more than 80 million users per month, and our editorial platform WePresent has championed unexpected stories of creativity from around the globe and features collaborations from world-famous artists, too.

Sounds like fun, right? Allow us to sweeten the deal: as a certified B Corporation, we do all of this while using business as a force for good, balancing people, the planet, and profit along the way.

In March 2020, WeTransfer was designated as a Certified B Corporation, confirming its ambition to strengthen its values-driven approach to responsible technology and business. As a certified B Corporation™, WeTransfer supports issues such as climate change by maintaining a climate-neutral status and aiming to reduce its carbon footprint by 30% by 2025. The company is also focused on promoting diversity and inclusion and championing employee mental health.

We're looking for a forward-thinking, proactive, and organized Executive Assistant and Office Manager to take on an exciting new role in the business. We are looking for someone to work closely with and support WeTransfer's VP Global Sales, Chief Creative & Sustainability Officer, VP People & Places. The role manages administration and operational tasks so that the business leaders can focus on strategic priorities. The role operates seamlessly and autonomously to support a cross-functional leadership team, providing expert executive-level time and communication management, administrative and personal assistance to three members of the SLT. You’ll seamlessly connect meetings,projects and critical business information with the executives you support and serve as a trusted partner to deliver against the priorities of the business. Acting as an ambassador in all interactions internally and externally, you’ll keep everyone informed, organized, on track, and aligned, as well as communicate on behalf of SLT (senior leadership team) members to various stakeholders.

We are also looking for this role to provide operational office/hub management support to the London office and as such we are looking for someone who is comfortable being in approx. 3 days a week (Tuesday, Wednesday, and Thursday) and potentially more often when events or activities are scheduled. We see this role as a key contributor in making WeTransfer an amazing place to work physically and culturally. This role as such will oversee the traditional aspects of facilities management and operations as well as the events and programs that drive our unique culture and continue making WeTransfer a great place to work.

What you’ll do:

EA Support

• Plan, coordinate and organise executive scheduling, calendar management, travel booking, expense management and schedule for meetings, appointments and events.

• Proactively support the VP Global Sales, Chief Creative & Sustainability Officer, VP People & Places to stay on track with key tasks and priorities through appropriate reminders and interventions during the day.

• Handle highly sensitive and confidential and at times sensitive information while exercising integrity and discretion

• Provide coverage when other EA’s are on vacation or out of the office

Office/Hub Management

• Keep our facilities running smoothly and efficiently – manage the office and perform daily walkthroughs to ensure that our space is functional, safe, comfortable and clean

• Be the first impression for our employees, guests, clients and candidates- you are inviting and customer service oriented

• Partner with and oversee the onsite service providers/vendors – cleaning, food and beverage, technical and systems maintenance, building management, packages and mail

• Be the resident fun captain – plan regular (and surprise!) team treats, events and lunches both in and out of the office to ensure the best possible experience

• Ensure emergency preparedness plans are current, communicated and actively in use in the office

• Ensure that our teams and our space is compliant with all relevant health and safety codes

• Assist with renovations and space upgrades to keep our space current

• Own the planning and co-ordination of our office events calendar

• Work closely with the rest of the Workplace Experience team to deliver a consistent service level to our stakeholders while maintaining a customer service culture customized to each office’s needs

• Work on the development and introduction of new operational procedures / tools

Who we are looking for:

• A detail-oriented self-starter with 3-5 years of experience in the technology industry or a similar fast-paced environment.

• A clear, concise and professional communicator (verbal and written English). Dutch language skills are a plus but not essential

• Positive, resourceful problem solver and can-do demeanor, who enjoys helping and supporting;

• Energetic and eager to tackle new projects and ideas.

• Ability to proactively take ownership and responsibility for outcomes within the span of control.

• Strong team player, capable of cultivating trust and productive working relationships internally and externally. Comfortable interacting with senior executives and management

• Top-notch organizational skills, attention to detail and ability to multitask.

• Clear judgment to prioritize confidently, meet deadlines and follow through on commitments.

• Ability to learn, adapt and thrive in a fast-paced environment.

• High level of integrity and discretion in handling confidential and sensitive information with superior attention to detail.